OBJECTIVE AND SCOPE
The Practice Operations Manager provides proactive office leadership and support to the four Partners as Mallard Wealth Advisors continues to evolve and grow. This role oversees day-to-day office operations, client and employee experience, internal communications, HR coordination, financial and budgetary administration, IT, and general office workflows, ensuring priorities are executed consistently, professionally, and with care.
Responsibilities
· Lead daily office operations and general administration, ensuring Partner priorities, team workflows, follow-up items, and office standards are organized, communicated, and completed.
· Support the four Partners by attending or supporting partner meetings, tracking next steps, preparing follow-up, and helping move strategic and operational initiatives forward.
· Lead and enhance the client experience by supporting communications, service touchpoints, client-facing standards, and the professional expectations of a high-trust advisory environment.
· Lead and enhance the employee experience by supporting team culture, communication rhythms, onboarding touchpoints, and office-wide connection across advisor practices.
· Provide leadership, direction, mentorship, and development for direct reports, supporting strong team operations and accountability.
· Coordinate and maintain Mallard Wealth Advisor’s marketing presence, including website updates, social media activity, brand communications, and related materials.
· Coordinate and take ownership of internal and external events, including client seminars, team meetings, employee engagement activities, and other office initiatives from planning through follow-up.
· Working with a bookkeeper, support financial and budgetary oversight through invoice and expense coordination, budget tracking, reporting support, vendor follow-up, and organized financial records.
· Act as the first point of contact for IT issues and the office liaison with technology contractors and vendors, coordinating system maintenance, equipment needs, troubleshooting requests, and follow-up.
· Identify gaps, bottlenecks, or opportunities in office processes, technology use, client service, compliance workflows, and team operations; bring practical solutions forward and follow through.
REQUIREMENTS
Education and Experience
· Post-secondary education or continuing professional development; equivalent experience and demonstrated continued learning will be considered.
· Experience in office management, operations coordination, executive support, or project management with a focus on client experience, employee experience, event planning or similar.
· Experience in wealth management, financial services, banking, insurance, professional services, or a related client-service environment is considered an asset.
Skills and Competencies
· Initiative: Anticipates needs, brings ideas forward, and follows through.
· Professional Communication: Communicates clearly and confidently with partners, employees, clients, and external professionals.
· Client Service: Brings responsiveness, polish, confidentiality, and consistency to client interactions.
· Culture and Team Support: Contributes to a collaborative, professional, and engaged office environment.
· Problem Solving: Identifies issues, assesses options, and recommends practical solutions.
· Execution: Tracks priorities, moves work forward, and ensures follow-through.
· Collaboration: Works effectively across advisor practices, teams, and working styles.
· Agility: Stays composed and productive through changing priorities, systems, and expectations.
· Attention to Detail: Maintains accuracy and organization across communication, events, marketing, and office operations.
COMPENSATION
Competitive Salary
Full benefits, RRSP matching, vacation, and parking.
8:30 a.m. to 4:30 p.m., Monday to Friday, with occasional flexibility for events, seminars, or personal needs. The firm often works until noon on Fridays in the summer.